Attachment_01 _Statement_of_Work.pdf

ATTACHMENT 1: STATEMENT OF WORK

CONTRACTOR LODGING, MEALS AND MEETING SUPPORT SERVICES FOR THE

UNITED STATES COAST GUARD YELLOW RIBBON PROGRAM

1.0 GENERAL.

1.1 SCOPE.

The Coast Guard requires contractor services for a Coast Guard Yellow Ribbon event to be held in the State of Massachusetts from 25-27 July 2014. As such, the contractor shall provide all supplies and services for lodging and food service to accommodate approximately 80 military families or 275 attendees.

The contractor will provide safe and secure child care rooms to accommodate approximately 35 children of the attendees. In addition, the contractor shall provide fully furnished meeting facilities including audio visual, office equipment and internet support.

1.2 BACKGROUND.

The 110th Congress (2007-2008) enacted legislation (H.R. 2090.IH) to establish the Yellow Ribbon Reintegration Program. As part of the of the National Defense Authorization act of 2008, the United States Coast Guard is designated by Congress to execute a Yellow Ribbon Program. The mission of the Coast Guard Yellow Ribbon Program is to provide Coast Guard members, families and designated others with sufficient information, services, referral and proactive outreach opportunities throughout the entire deployment cycle. The four phases of deployment are pre-deployment, during deployment, demobilization, and post-deployment-reconstitution. The Coast Guard is legally required to provide Reserve members who either will be, are currently, or have been deployed outside the continental United States for 90 days or more, and their families/designated individuals access to Yellow Ribbon events.

1.3 CONTRACTOR PERSONNEL.

1.3.1 Event Manager. The Contractor shall assign an individual to serve as Event Manager. This person shall be the single point of contact for the Contracting Officer (KO) and the Government Representative.

1.3.1.1 The name of the Event Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Event Manager, shall be provided to the Government. During any absence of the Event Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to services provided.

1.3.1.2 The Event Manager or alternate shall be available to assist the Government Representative for the duration of the event and to resolve any issues that may arise.

1.3.2 QUALIFIED Personnel. The Contractor shall provide qualified personnel to perform all requirements specified in this Statement of Word (SOW). All Contractor employees supporting this contract effort shall be citizens or legal residents of the United States.

1.3.3 Employee Conduct. The Contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security (DHS) or the U.S. Coast Guard (USCG).

2.0 GOVERNMENT TERMS & DEFINITIONS.

Per Diem Rate – Lodging, Meals & Incidental Expenses (as established by the General Services Administration)

3.0 GOVERNMENT FURNISHED RESOURCES AND INFORMATION.

The Government will provide the following resources and information to the Contractor for services required under this SOW:

3.1 The Government will provide an itemized list of attendees to assist the contractor in securing appropriate lodging and meal services to be paid through this contract.

4.0 CONTRACTOR FURNISHED PROPERTY.

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this SOW, except for the Government furnished information specified in 3.0.

5.0 REQUIREMENTS.

The Contractor shall provide lodging, meals, meeting room and child care facilities for a United States Coast Guard Yellow Ribbon Program Event.

5.1 HOTEL AND LODGING REQUIREMENTS

5.1.1 Hotel facilities within a 15-mile radius of the Boston, Massachusetts International Airport are preferred. Hotel facilities greater than 15 miles, but less than 30 miles, will be considered if closer venues are not available.

5.1.2 Event block a minimum of 135 rooms including at least ten (10) adjoining or adjacent rooms for use by large families.

5.1.2.1 Complimentary internet access shall be provided in the lodging rooms.

5.1.2.2 Complimentary cribs and rollaway bedding will be available upon request.

5.1.2.3 Changes to the final number of rooms contracted may be made up to three days prior to the event start date.

5.1.3 Complimentary late checkout should be authorized for members attending the Coast Guard Yellow Ribbon event. If late checkout is not available, contractor shall provide a lockable storage room for stowage of attendee baggage.

5.1.4 Onsite parking is required. Parking shall be free of charge or at a reduced fee for attendees and service providers.

5.1.5 Hotel lodging shall not exceed the local per diem rate for the duration of event. Hotel should honor the local per diem rate for participants desiring to arrive up to 2 days early or depart 2 days later, subject to hotel room availability.

5.1.6 Contractor shall be compliant with the American Disabilities Act as defined by law.

5.1.7 Contractor shall be a three diamond facility or better as defined by American Automobile Association

(AAA).

5.1.8 Contractor shall have a fitness center and a functioning pool.

Special Note: The contract will not pay for amenities charged to the room such as phone service, spa, room service, or any other chargeable service or product. Nor, will Government be responsible for lodging and meals other than dates specified in Section 1.1.

5.2 MEETING ROOM SERVICE REQUIREMENTS

5.2.1 Provide one (1) general session room large enough to accommodate 275 attendees set in banquet configuration (rounds of 8-10).

5.2.2 Provide general session room with audio/visual support from 7:00am-5:00pm on 26 July 2014, and 7:00am-1:00pm on 27 July 2014. The general session room will be equipped with one podium, two (2) LCD projectors, two (2) 10x10 projector screens, two (2) wireless microphones (1 wireless handheld, 1 lavaliere),

(1) mixer, extension cords, internet connection, connector cords, and power strips. Contractor shall also provide complimentary wireless internet connectivity within the general session room in conjunction with on-site audio/visual support.

5.2.3 Provide the general session room with coffee, tea & water, as well as morning and afternoon snack service on 26 July 2014 only. Snacks can include items such as fruit, cookies, pastries, granola, etc.

5.2.4 The general session room shall be available beginning at 6:00am on 26 July 2014 until 1:00pm on 27 July 2014. The room shall be completely set and all contractor-provided audio-visual equipment operating by 6:00am on 26 July 2014.

5.2.5 Provide access to the facility business center for the duration of event to utilize office equipment.

5.2.6 Provide a room to be used by the Yellow Ribbon Program staff as a staging/registration area, to prepare and store supplies and to support the Yellow Ribbon event. The room shall be within close proximity to the general session room. The room should have a lockable entrance of which keys will be issued to members of the Yellow Ribbon Staff to access the room when required.

5.2.7 Provide three rooms to accommodate the children attending the Yellow Ribbon Event. Rooms and space need to be in compliance with all Federal, State and Local regulations (including adherence to occupancy limits and fire code) and capable of accommodating age appropriate activities. Rooms shall be adjacent to each other, close to restrooms and separated from the general session and common area where service providers are present. All rooms will have tables and chairs. One of the rooms should be equipped with a television and DVD player. Contractor shall provide the child care rooms with juice & water, as well as morning and afternoon snack service. Snacks can include items such as fruit, cookies, pastries, granola, etc.

5.3 SERVICE PROVIDERS

5.3.1 Provide a separate space to accommodate up to 20 service providers and their resource material.

Each provider will need a display table covered with a table cloth and table skirt, along with two chairs. The space designated for the service providers should be adjacent to the general session room.

5.3.2 Lodging not to exceed government per diem for locality shall be available to service providers. The service providers room reservations will not count against the 135-room block requested in this SOW.

Charges for the service providers shall not be charged to the Coast Guard contract account, but to the individual service provider’s personal travel card.

5.4 FOOD AND BEVERAGE SERVICE REQUIREMENTS:

5.4.1 Provide meals for duration of event. This includes a Friday night reception with light appetizers;

Saturday/Sunday breakfast should be a meal to include at least eggs, one meat, starch (potatoes, etc), pastries and some type of children’s menu, AM/PM break/refreshment with snacks such as fruit, cookies, pastries, granola, etc., Saturday lunch should be a hot meal including at least one meat item, one vegetable, one starch and dessert and Saturday Dinner should be a hot meal including at least one meat item, one vegetable, one starch and dessert.

5.4.2 Contractor shall provide a room to host meal service. A room for the purposes of this requirement does NOT include a tent temporarily erected to facilitate said meal service. Meal service can be via a voucher system used within the contractor’s facility, buffet or plated service. Lunch on Saturday, 26 July 2014, shall be a buffet or plated service in a separate room located near the general session room. Said room shall be equipped with a public address system and microphone. Contractor shall have ample amount of food and beverage to accommodate the total agreed upon attendees.

5.4.3 Meals shall include child-friendly items such as macaroni & cheese, chicken fingers, hot dogs, etc.

5.4.4 Meals should not exceed government per diem rate for the locality.

5.4.5 Changes to the final number of contracted meals may be made up to three days prior to the event.